Top tips for Outlook - Outlook - Microsoft Office

http://office.microsoft.com/en-us/outlook-help/top-tips-for-outlook-HA001097022.aspx

Support / Outlook / Outlook 2003 Help and How-to / Getting Started

Top tips for Outlook
Applies to: Microsoft Office Outlook 2003

APPLIES TO
Microsoft Office Outlook® 2003

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Ever wish you had an Outlook expert at your shoulder while you work — always ready with great tips for working with e-mail messages, meetings, appointments, or contacts? If so, this page is for you. See the following to learn new and faster ways to work in Outlook.

MAIL TIPS
Calendar tips Contacts tips Notes tips Tasks tips

JOURNAL TIPS
Customization tips Keyboard shortcut tips More tips

Mail tips
Set a reminder to reply to a message Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have to complete the reply. In the second list, click a time. In the Flag color list, click the flag color you want, and then click OK. Add your own words to a follow-up flag for a new message Click the

Message Flag button and then type the text you want in the Flag to box. Send a message to multiple people without revealing other recipients'

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Top tips for Outlook - Outlook - Microsoft Office

http://office.microsoft.com/en-us/outlook-help/top-tips-for-outlook-HA001097022.aspx

identities

To send a message to someone without other recipients of the

message knowing, use the Bcc line in the message. Bcc stands for blind carbon copy. If you add someone's name to the Bcc line, a copy of the message is sent to that person, but his or her name is not visible to other recipients. More Mail tips Find related messages To find related messages, right-click the

message, and then on the shortcut menu, point to Find All and then click Related Messages. The Advanced Find dialog box appears with a list of related messages. Jog your memory with a follow-up flag Create a follow-up flag as

a reminder to follow up on a message. On the Actions menu, click Follow Up and click the flag color of your choice. Save searches that you use often. On the Tools menu, point to

Find and then click Advanced Find. In the Advanced Find dialog box, specify your search criteria and click Save Search on the File menu. You can share the search results with others by sending the search results file as an attachment in an e-mail message. Search for and move items or files to different folders. On the

Tools menu, point to Find and then click Advanced Find. In the Advanced Find dialog box, specify your search criteria and click Find Now. After the results are displayed in the search results window, move them to the folder of your choice. Use a file shortcut instead of an attachment to reduce the size of a message. Right-click the file and drag it to the Inbox. On the

shortcut menu, click Send with Shortcut. Sort messages alphabetically by sender name To sort, click

Arranged By and then click From. To reverse the alphabetical order, click From again. To sort by Subject line, click Subject. You can sort this way in any table in Outlook. Receive notifications when messages you send are delivered or

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click the small arrow next to the Previous Item button or Next Item button.Outlook . press CTRL+P. Quickly print search results from your Inbox To print a list of your search results from the Advanced Find dialog box. and then click the Synchronization tab.microsoft. The folder must be on your network. Make a folder available for online and offline use Right-click the Right-click the message and folder. not on your hard disk. and then click the Preferences tab. click the Verify Digital Signature button. Recall that message! To recall or replace a sent message. Quickly mark a message as read then click Mark as Read. select the account you want to create the signature for. Automatically add a signature or logo to each message you send On the Tools menu. and then click the Mail Format tab.Top tips for Outlook .com/en-us/outlook-help/top-tips-for-outlook-HA001097022. click Properties. If you have more than one account. Want to move an Inbox item to a folder in the Navigation Pane but can't see the folder? Drag the item to the top or bottom of the group and pause until the correct folder scrolls into view. click Recall This Message. and on the Actions menu. Click E-mail Options. 3 of 21 5/2/2011 7:01 PM .Microsoft Office http://office. click Options. Quickly see the next or previous mail message in a conversation or thread In a message. Verify that the message is authentic If you have security set up. In the message. click Options.aspx read On the Tools menu. Subfolders must be expanded to view them. and then click Signatures. and then click Item in Conversation Topic. and then click Tracking Options. open the message in the Sent Items folder. you can verify that a message you receive with a digital signature has not been tampered with.

aspx Show blocked images in an e-mail message Click the InfoBar at the top of the message.microsoft. For example. and then click the account you want from the list. click Folder List Navigation Pane. and then click Custom. click Accounts. In a new message. Quickly test the hyperlink in the message you just wrote CTRL while you click the hyperlink. and then click Download Pictures. Clear the Use multi-line layout in widths smaller than n characters check box. choose your Hotmail account. Select options to find items that are old or large and then move or delete them. Click AutoArchive to move old items to Archive Folders. Choose which e-mail account to use If you have multiple e-mail accounts in Outlook. complete with your Hotmail return address. use rules to assign a category to a message.Top tips for Outlook .com/en-us/outlook-help/top-tips-for-outlook-HA001097022. Speed up exporting and archiving items Make exports and Press archives of your Outlook mailbox faster by emptying the Deleted Items folder first. or click Empty to permanently delete items from your Deleted Items folder. you can choose which to use when sending messages. Does your mailbox need a quick cleanup? On the Tools menu. The mail folder list is just a click away List. Right-click the Deleted Items folder.Outlook . See more messages in your Inbox with single-line view Change from multiline view to single-line view.Microsoft Office http://office. and recipients receive the message from that account. On the View menu. Click Other Settings. click Mailbox Cleanup. and then click Empty "Deleted Items" Folder. To quickly view the Folder in the button tray at the bottom of the 4 of 21 5/2/2011 7:01 PM . Keep track of messages that require action Instead of just using rules to move messages to folders. Then the messages will be arranged in groups in your Inbox. point to Arrange By.

Right-click the flag. point to Reading Pane.Microsoft Office http://office. click the Preferences tab. click E-mail Options. Change in priorities? Quickly change the color of a message's Quick Flag Locate the flagged message in the message list. clear the Display a New Mail Desktop Alert (default Inbox only) check box. type what you want to find in the Look 5 of 21 5/2/2011 7:01 PM . Under When new items arrive in my Inbox. To see the complete message to the right of the message list. on the View menu. Text is automatically added to the body of the message. click Options. you can delete the text and add your own text by clicking in the message body and pressing CTRL+A. Keep a Desktop Alert on the desktop To keep a Desktop Alert visible so that you have more time to read it. and then click Advanced E-mail Options. and then click the flag color that you want on the shortcut menu. pointing to Send To.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. Create a Search Folder quickly from the Find bar Press CTRL+E to open the Find bar. Reduce spam by not replying to suspicious e-mail messages Replying tells a spammer that your e-mail address is valid and probably won't remove you from their mailing list. however.Outlook . Make sending a file through e-mail even easier You can send a file on your computer through e-mail by right-clicking the file. and then clicking Mail Recipient. pause your insertion point over the alert before it fades from view. Quickly read messages without opening them To see the first three lines of each message in the message list. on the View menu. Want to turn off New Mail Desktop Alerts? On the Tools menu.aspx Delete names from the AutoComplete list Select the unwanted name by using the UP ARROW or DOWN ARROW key and then press DELETE. and then click Right. click AutoPreview.microsoft.Top tips for Outlook .

Click Messages from Sender. and Last Week. point to Current View. Create a rule from a message Right-click the message. and then press CTRL+ ALT+J. You can also drag multiple files.aspx for box. Outlook groups messages by periods of time such as Today.Top tips for Outlook . When the search is complete. point to Arrange By. Save multiple attachments at one time Open the message.microsoft. To collapse a section to see only the group heading. 6 of 21 5/2/2011 7:01 PM . and the File menu. Click OK. and then on the shortcut menu. The RIGHT ARROW key expands the group.Microsoft Office http://office. and then click OK. click Save Attachments. select any message and then press the LEFT ARROW key. Select the conditions and actions you want to apply. and then drag it to your Inbox. Was an important message sent to the Junk E-mail folder? item gets moved to your Junk E-mail folder by mistake. The Advanced Find dialog box displays a list of all messages in a folder from that person. for example a . and then click Unread Messages in This Folder.Outlook . Quickly add an attachment to a new message Locate the file. and then click the folder where you want to save the attached files.doc file in your My Documents folder. and then click Find Now. On If an Select a message in the message list. Find all messages sent by the same person Right-click a message from that person.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. View all your unread messages in the Inbox On the View menu. Outlook opens a new e-mail message with the file attached. and then click Create Rule. Yesterday. Click OK. specify which folder to look in by using the Search In box. point to Find All. Flag that message fast then press INSERT. click Options on the Find bar. select the message. Get a different view of the way that Outlook groups messages By default. and then click Save Search as Search Folder.

After you select the messages. From. Your messages are saved to a .txt file. attachments and and HTML formatting are not included in the text file. Sent. and then click Add Holidays.aspx Start fresh! Clear your address history To clear your AutoComplete cache. and then click Selected Items. press CTRL+K. point to Open. Outlook recreates this file as you type new addresses. Check an e-mail alias against the names in your address books To immediately resolve an e-mail alias in the To. On the File menu. open the C:\Documents and Settings\user name\Application Data\Microsoft\Outlook folder. or Bcc box. and then in the lists. on the File menu. Save a message thread in a text file Select the messages by pressing CTRL and clicking the messages you want. Quickly display several days side by side in Calendar In the date 7 of 21 5/2/2011 7:01 PM . and then delete the profile_name. select the click Options Expires after check box. click Save As.nk2 file. Only message headers (To. . and Subject) and body text are saved. Under Delivery options. Open several messages at the same time Hold CTRL while you click each message.Outlook . click Calendar Options. Make a message unavailable to recipients after a specific date To set the expiration date on a message you are composing. Cc.microsoft. click Options. Back to top Calendar tips Automatically add holidays to your Calendar On the Tools menu. select the date and time you want the message to expire.Top tips for Outlook .Microsoft Office http://office.com/en-us/outlook-help/top-tips-for-outlook-HA001097022.

Need to schedule a meeting with someone in another time zone? Just add the time zone to Outlook.microsoft. and then type a description. To set an appointment to repeat. meeting. Click the time zone you want in the Time zone list. Click Calendar Options. and then press ALT+EQUAL SIGN. and then click Other Settings. You can also use phrases such as "tomorrow" or "next Monday. Contact meeting attendees with a reminder or other message Open the original meeting request. click the Actions menu. drag over the dates that you want to view.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. right-click anywhere in Calendar view.Top tips for Outlook . Change your time zone To quickly change the time zone in your calendar. For example.M. and then click New Message to Attendees. click Time Zone. change your calendar view to Day or Work Week. Clear the Compress weekend days check box.Microsoft Office http://office. Abbreviate when entering meeting times When you enter appointments in the Calendar. if you want to enter a 6:00 P. Quickly create an appointment in Calendar Click the day. On the Tools menu. Quickly switch to viewing by month in Calendar Calendar." and Outlook automatically inserts the correct date. you can save time by typing abbreviations and allowing Outlook to fill in the rest. open a new meeting request and then type 600p. designate it as recurring In Click in 8 of 21 5/2/2011 7:01 PM .Outlook . and then click Change Time Zone.aspx picker. More Calendar tips Show Saturday and Sunday in separate boxes in your monthly calendar To show weekend days in separate boxes in the Month view. and then click the Preferences tab. right-click the time bar. and then select the Show an additional time zone check box. drag over the block of time when the appointment occurs. click Options.

15-. click to the left of the week row. After you find a conference room that is available. Change the time periods in the Calendar grid You can change In Calendar. Right-click the Calendar. Need consensus on a meeting time? Let invitees propose new meeting times On the Tools menu. and then type the name of the event.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. Let Outlook find a meeting time when all attendees are available On the Scheduling tab.Microsoft Office http://office. Quickly create an all-day event in Calendar Click the day heading that you want. add all rooms as resources to the All Attendees list. 6-. In the Calendar options section. or 60-minute time slots. or click the day of the week heading.microsoft. delete the others. click the Actions menu. click the first day heading. Use your e-mail signature for meeting requests On the Insert menu. or month in Calendar Click the day. drag across all days. 10-. Quickly see when conference rooms in your building are available On the Scheduling tab of a new meeting request.Top tips for Outlook . and then click the number you want from the Time Scale list. Change the subject of a meeting or appointment click the meeting and then type the new subject. Drag it to a new date or time in the default setting for 30-minute time slots to 5-. click Other Settings. click Options. If the event lasts several days. and then type the event name. and then click Recurrence.Outlook . Quickly switch between viewing a day.aspx the appointment. week. click Signature and then click the signature that you want to use. and then click AutoPick Next. select the Allow attendees to propose new 9 of 21 5/2/2011 7:01 PM . Quickly move an appointment your Calendar or in the date picker. type the names of the attendees in the All Attendees list. Click Preferences and then click Calendar options.

and then complete the meeting request. and then click Don't send meeting to this attendee.Outlook . in Day view. Quickly change an appointment into an all-day event In the Calendar. In the meeting request. and then click 10 of 21 5/2/2011 7:01 PM .microsoft. Drag the meeting attendees' names from the body of the message to the To box.Top tips for Outlook . click File.aspx meeting times for meetings you organize check box. Manage multiple Calendars? Create a group to store Calendar shortcuts At the bottom of the Navigation Pane. click Invite Attendees. Quickly create a meeting request from a meeting agenda the file that contains the agenda to the Calendar button in the Navigation Pane. Track all attendees even if you can't send them a meeting request On the Scheduling tab.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. drag the appointment to the day heading. and then locate the file you want to attach. click the Shortcuts button to display the Shortcuts pane. in the All Attendees list. and then send the message. Attach an agenda or meeting minutes to a meeting request If the agenda or minutes are in a file. right-click the name.Microsoft Office http://office. Change the number of days shown in Calendar In Calendar view. Remove a name fast from Other Calendars To remove a name Drag from the Other Calendars list. you can attach the file to a meeting request. and on the toolbar. and then click Add New Group. add the notes. on the Insert menu. Quickly turn an appointment into a meeting Open a new appointment. click the envelope next to the name. Type attendees' names in the To box. Use 0 for a 10-day view. save it. and then drag the item to your Inbox. Quickly share meeting notes with attendees Open the meeting request in Calendar. press ALT+ number. where number represents the number of days to show in the view between 1 and 9.

Specify your meeting information. Want to see your Calendar while you're looking at the Inbox? In the Navigation Pane. in the open new meeting request.Outlook . Back to top Contacts tips Quickly dial a phone number for a contact then on the shortcut menu. On the shortcut menu. Add a new contact from an e-mail message Open the message. and then send the meeting request. and From field. you can have Outlook automatically open another person's Inbox or Calendar when you start Outlook. Click Preferences.aspx Remove from Other Calendars.Microsoft Office http://office. Automatically open someone else's Inbox or Calendar If you have permission. and then click Open in New Window on the shortcut menu. Change the time interval of a reminder to give you more time to prepare On the Tools menu.Top tips for Outlook . under Calendar. right-click the Calendar button.microsoft. Just leave the other person's folder open when you exit Outlook. click Request Responses. click the Actions 11 of 21 5/2/2011 7:01 PM . Create a task related to a contact Click the contact. Quickly copy an appointment in your Calendar Hold down CTRL and drag the appointment to a new time or date. you can choose a reminder to alert you from minutes to weeks ahead of time. In the Right-click the contact. click Options. click Call Contact.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. Avoid meeting request responses If you're sending a meeting request to a large group and don't need or want responses. right-click the name you want to make into a contact. click Add to Outlook Contacts. and then. on the Actions menu.

On the Actions menu. Quickly create a note from text in another program Select the text and 12 of 21 5/2/2011 7:01 PM . Remove a name fast from Other Contacts To remove a name from the Other Contacts list. Quickly change the number of columns of contacts in your Contacts list columns. Use the arrow keys to move up. Back to top Notes tips Send that note fast! Click the note icon in the upper-left corner of the open note and then click Forward. right-click the name and then click Remove from Other Contacts. click New Call and then click Dialing Options. Quickly move through contact address cards with the arrow keys Press HOME to move to the first card.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. and then click New Task for Contact.Outlook .microsoft. down.Microsoft Office http://office.Top tips for Outlook . Send a message fast to a contact Click the contact and then on the Actions menu. point to Call Contact. and then fill in the rest of the information for the contact. click New Meeting Request to Contact.aspx menu. More Contacts tips Are there phone numbers that you have Outlook call frequently? Add them to a speed dial list. Create a contact card from a message Drag the message to the Contacts button in the Navigation Pane. click New Message to Contact. and across the columns. Quickly schedule a meeting with a contact Click the contact and Just drag one of the vertical dividers that separate the then on the Actions menu. Press END to move to the last card.

More Tasks tips Change the order of tasks in a task list In the Task pane. Assign a note to a category Click the note icon in the upper-left corner of the open note. and then clicking a new color.aspx drag it onto the Notes button in the Navigation Pane. and then click Save and Close. Quickly assign a task Right-click the task. Quickly create a task from a file containing details about the task Drag the file to the Tasks button in the Navigation Pane.Top tips for Outlook .com/en-us/outlook-help/top-tips-for-outlook-HA001097022. and then click Categories. and then click Remove from Other Tasks. when tasks aren't grouped or sorted. click Assign Task and type a name in the To box. This creates a new message with 13 of 21 5/2/2011 7:01 PM . just drag the tasks up or down in the task list. and then on the shortcut Right-click the task and then click Mark menu. right-click the name.Microsoft Office http://office. Remove a name fast from Other Tasks list To remove a name from the Other Tasks list. A new task opens with the file attached. Fill in the rest of the information about the task. pointing to Color.microsoft. More Notes tips Make your notes more eye-catching Change the color of an Outlook note by right-clicking the note icon in the Notes pane. Quickly send a new message about a task Drag the task to the Mail button in the Navigation Pane. Back to top Tasks tips Quickly mark a task complete Complete on the shortcut menu.Outlook .

Quickly record any file in Journal Journal view in the Navigation Pane. Do you travel between time zones? Add a second time zone and switch between time zones for all Windows-based programs.Outlook . Back to top Customization tips Start Outlook in a folder other than Inbox On the Tools menu. and then click the month and day that you want to view. set the startup folder that you want. In the Advanced Options dialog box. double-click the icon in the Journal entry. or contact in a Journal entry.Microsoft Office http://office. Quickly change the time zone for all Windows-based 14 of 21 5/2/2011 7:01 PM . document.aspx the task name as the subject and the task details in the body of the message. Calendar Options dialog box). Back to top Journal tips Try the quick way to open Journal entries To open the item. Quickly go to another date in Journal Click the date heading at Drag the item to Journal view Drag the file from My Computer to the top of the timeline. click Options.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. Click Swap Time Zones in the Time Zone dialog box (Tools menu.microsoft. and then click the Other tab. Options dialog box. More Journal tips Quickly record any item in Journal in the Navigation Pane.Top tips for Outlook .

15 of 21 5/2/2011 7:01 PM . point to Current View. on the All Fields tab.microsoft. Quickly create a contact with the same company name and address as another contact Select the existing contact in your Contacts list. type a new view name in the Current View box on the Advanced toolbar. sorted or filtered in a different way? On the View menu. type. in the contact. Save time when you change print styles If you frequently change a print style before printing. type the names you want on the buttons.aspx programs Right-click the space at the top of the time bar when you view days in Calendar. and then press ENTER. See details about the view you are using For details such as which fields are in place and if the view is filtered or sorted. point to Arrange By. on the View menu. and then click Clear All. point to Current View. Click Filter. and then click Change Time Zone on the shortcut menu. More Customization tips Reuse custom views If you change a view by adding columns or changing the format and want to save it for reuse. point to Arrange By. Missing some items? Adjust your view filter settings Items that don't match the filter settings won't appear. create a custom print style instead. and then on the Actions menu. In the Use voting buttons box. Quickly add contact information that isn't represented by existing fields To add custom fields. Customize the names of the voting buttons On the View menu in the message.com/en-us/outlook-help/top-tips-for-outlook-HA001097022.Top tips for Outlook . separated by semicolons. and then click Customize Current View. right-click the table header and then click Customize Current View.Outlook . To remove the filter.Microsoft Office http://office. click New and then specify the field's name. and format. and then click Define Views. Want a custom view of your information. click Options. click New Contact from Same Company.

com/en-us/outlook-help/top-tips-for-outlook-HA001097022. click the Other tab. you can make Desktop Alerts appear on any monitor you use. Move Desktop Alerts to a different monitor If your desktop spans more than one monitor.pst file to avoid confusion You can change the name of the Outlook data file (.aspx On the File menu. point to Page Setup. To clear the check mark. click the bottom of the Navigation Pane.pst) that appears in the Navigation Pane from Personal Folders to something more identifiable. Access any Outlook folder from your Windows desktop Create a shortcut to an Outlook folder on the Windows desktop by dragging the folder from Outlook to your Windows desktop.Microsoft Office http://office.microsoft. click Properties. click Advanced. The large buttons turn into small buttons in the button tray. click Configure buttons Add or remove buttons. Customize the buttons in the Navigation Pane for one-touch access To add or remove buttons that appear in the button tray at . When an alert appears.Top tips for Outlook .Outlook . Make sure you 16 of 21 5/2/2011 7:01 PM . click Show New Mail Desktop Alert. Change the size of the buttons at the bottom of the Navigation Pane You can make the large buttons in the Navigation Pane down toward the bottom of smaller by dragging the splitter bar the Navigation Pane. and then click the button you want. and then type a new name in the Name box. Customize the name of a duplicate . Turn off New Mail Desktop Alerts Right-click the Outlook icon in the Microsoft Windows notification area. and then click Define Print Styles. Right-click Personal Folders. and then click AutoArchive. Customize how Outlook archives items On the Tools menu. click Options. rest the pointer over it and then drag it to the part of your desktop that is displayed on the monitor where you want to view the alert.

Outlook .Microsoft Office http://office. click Other Settings. just drag it there. it makes it easier to distinguish the different groups. Quickly remove a column from the view Drag the column title away from the column heading row until an X appears. click E-mail Options and then click Advanced E-mail Options. To move a folder up to the Favorite Folders pane. Alphabetize the order of the mail folders in the Navigation Pane By moving the folders that you want up to the Favorite Folders pane. Display folders at the top of the mail folders view To group a set of folders at the top of the mail folders list view in the Navigation Pane. such as Yesterday and Last Week. and then select the Shade group headings check box. On the Tools menu.Top tips for Outlook . right-click the folder and then click Remove from Favorite Folders. precede each folder name with the underscore (_) symbol. Back to top 17 of 21 5/2/2011 7:01 PM . point to Arrange By.microsoft. Change the duration and transparency levels to the settings you want. When you double-click the new shortcut. click Options. Shrink the Favorite Folders pane Remove all the folders in the pane. In Mail. To remove a folder in the Favorite Folders pane. you can place them in any order that you want. Outlook will open to that folder. on the View menu. Click OK twice. Click Desktop Alert Settings. Make New Mail Desktop Alerts less visible You can change the transparency level and duration of the New Mail Desktop Alerts.com/en-us/outlook-help/top-tips-for-outlook-HA001097022.aspx press CTRL before you release the mouse button. click Custom. making it smaller and allowing the All Mail Folders list to move up in the Navigation Pane. Shade group headings When you turn on shaded group headings. and then release the mouse button. On the Preferences tab.

Outlook . To go to Mail view. To delete the current e-mail message. press CTRL+R. press CTRL+4. press CTRL+SPACEBAR.microsoft. To go to Notes view. To display the Advanced Find dialog box. press CTRL+SHIFT+F.Top tips for Outlook . To reply to the current e-mail message.aspx Keyboard shortcut tips To show the menu to download pictures. and then hold 18 of 21 5/2/2011 7:01 PM . To reply to everyone who received the selected message. To quickly remove formatting from selected text. To switch the Navigation Pane on and off. To quickly record selected items in the Journal. press CTRL+3. press CTRL+SHIFT+R.Microsoft Office http://office. To go to the Tasks list. To create a new contact. To select several adjacent items.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. press CTRL+D. press CTRL+5. More keyboard shortcut tips The fastest way to compose a new message is to press CTRL+SHIFT+M. press ALT+F1. To forward the current e-mail message. press CTRL+1. To go to Calendar view. press CTRL+J. or add a sender to the Safe Senders List. press CTRL+SHIFT+W. change automatic download settings. Need to jot a quick note? Press CTRL+SHIFT+N. To go to Contacts view. press CTRL+SHIFT+C. press CTRL+2. click the first item. press CTRL+F.

To select the next or previous item on the timeline in Journal. To quickly check spelling in an open item. click the first item and then hold down CTRL and click each additional item. To quickly switch to your Inbox.aspx down SHIFT and click the last item. When viewing an open item. To quickly switch to your Outbox. To send an open message.microsoft. press CTRL+SHIFT+O. To quickly move between the schedule area and TaskPad view in Calendar. press ALT+S. and then click 19 of 21 5/2/2011 7:01 PM . For example. To quickly create a new Journal entry. press CTRL+TAB. To select all the items in a folder. you can move to the next item or previous item by pressing CTRL+SHIFT+> or CTRL+SHIFT+<.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. To quickly mark a message as read.Microsoft Office http://office. press CTRL+N.Outlook . press CTRL+SHIFT+J. even if it isn't visible. press CTRL+SHIFT+I. To select several nonadjacent items. click one of the items and press CTRL+A.Top tips for Outlook . click in Calendar and then press ALT+HYPHEN. press the LEFT ARROW key or RIGHT ARROW key. CTRL+N creates a new message in the Inbox or a new task in Tasks. press F7. Back to top More tips Try the quick way to print an item Right-click the item. press CTRL+Q. To quickly switch to viewing by weeks in Calendar. To quickly create a new item of the same type as the folder you are in.

See where Outlook stores your Mail. task. right-click the Archive Folders folder in your Folder List. While Outlook is running. click By Category. or presentation If you have other Microsoft Office programs installed. worksheet. and then on the Insert menu.Top tips for Outlook . click Go. journal entry. Microsoft Excel worksheet. and then click Customize. click File. and Contacts data On the Tools menu. Create a document. Click the Mail Setup tab.aspx Print on the shortcut menu. Locate the file you want to attach. on the View menu. Calendar. contacts. and then drag each item to one or more categories. right-click a folder. and then look at the File name box. in the Current View list. Quickly attach a file to a message. click News and drag it to one of your toolbars. click Toolbars.Outlook .Microsoft Office http://office. Click Advanced. Set up automatic archiving for your Outlook folders Outlook can automatically archive old items by moving them to another file or deleting them. Access your newsgroups from Outlook 2003 To access the newsreader from Outlook. Click Properties for Archive Folders. To set up archiving. meeting request. or contact Open the item. point to Properties and then click the AutoArchive tab for archiving options. appointment. Hide Outlook when minimized You can make the Outlook icon appear only in the Windows notification area when you minimize Outlook. right-click the Outlook icon in the notification area. and then under Commands.com/en-us/outlook-help/top-tips-for-outlook-HA001097022. 20 of 21 5/2/2011 7:01 PM . Not sure where your archive folder is? To see where your archive folder is stored. or Microsoft PowerPoint presentation by pressing CTRL+SHIFT+H. or appointments to categories On the Advanced toolbar.microsoft. click Options. you can quickly create a new Microsoft Word document. Even more tips Quickly assign tasks. and then click Hide when minimized. Under Categories.

aspx and then click Data files. Check your spelling in Outlook On the Tools menu.Top tips for Outlook . including creating a custom dictionary of frequently used terms and choosing a dictionary in another language to check your spelling.Microsoft Office http://office. 21 of 21 5/2/2011 7:01 PM . Folder locations are listed in the Outlook Data files dialog box. click Options. Select a data file. and then click Open Folder. Click Preferences.microsoft. and then on the Spelling tab.com/en-us/outlook-help/top-tips-for-outlook-HA001097022.Outlook . select options to allow Outlook to correct your spelling.